The three ways to put a PDF into Word

You can insert a PDF into a Word document in three different ways, depending on what you want to do with it afterward. You can embed it as an object (so it stays a separate file inside the document), insert it as an image (so it becomes part of the page layout), or link to it (so Word opens the original PDF file when you click). Each method works differently and produces a different result.

The method you choose depends on whether you need the PDF to stay editable, whether you want it to take up space in the document, and whether the person reading your Word file needs to see the PDF content directly or just access it. Most people use embedding or image insertion; linking is less common because it requires the PDF file to stay in a specific location on your computer or network.

Key Takeaways

  • Embedding a PDF as an object keeps it as a separate file inside Word, so the document size stays smaller and the PDF remains intact.
  • Inserting a PDF as an image converts it to a picture, which makes it part of the page layout but larger in file size.
  • Linking to a PDF means Word opens the original file when you click the link, so the PDF must stay in the same location on your computer.
  • Word on Windows and Word on Mac have slightly different steps, but all three methods work on both versions.

Embedding a PDF as an object (smallest file size)

Embedding keeps the PDF as a separate file inside your Word document without converting it to an image. This is the best choice if you want to keep your Word file size down and preserve the PDF exactly as it is. The person reading the document can double-click the embedded PDF to open it in their PDF reader.

On Windows, go to the Insert tab, click Object (in the Text group), then select Create from File. Click Browse, find your PDF, and click Insert. Check the box for Display as icon if you want it to show as a clickable icon rather than a preview. Click OK.

On Mac, the process is similar: go to Insert, then Object, then Create from File. Browse to your PDF and click Insert. The PDF will appear as an icon in your document.

The embedded PDF stays the same size as the original file, so your Word document will be slightly larger but not as large as if you converted the PDF to images. Anyone who opens the Word file can access the PDF by double-clicking it, as long as they have a PDF reader installed (which nearly everyone does).

Inserting a PDF as an image (best for layout)

Converting a PDF to an image and inserting it makes the PDF part of your Word page layout. This works well if you want the PDF content to display directly in the document without requiring a click to open it. The trade-off is that your Word file will be larger, and the image cannot be edited as a PDF anymore.

On Windows, go to Insert, click Pictures, then From this device. Find your PDF file and click Insert. Word will convert the PDF to an image and place it on the page. You can resize it by dragging the corners.

On Mac, go to Insert, then Pictures, then Picture from File. Select your PDF and click Insert. Word will convert it to an image.

If your PDF has multiple pages, Word will insert only the first page as an image. If you need all pages visible, you will have to insert each page separately, which can make your document very long. This method works best for single-page PDFs or when you only need the first page.

Linking to a PDF (keeps files separate)

Linking creates a clickable link in your Word document that opens the original PDF file when clicked. This keeps your Word file small and the PDF separate, but it only works if the PDF stays in the same location on your computer or network. If you move or delete the PDF, the link will break.

On Windows, select the text you want to turn into a link. Right-click and choose Link, or press Ctrl+K. In the dialog, click Browse under Look in, find your PDF file, and click OK. The text will now open that PDF when clicked.

On Mac, select your text, then go to Insert and click Hyperlink. Click Web or Document, then Choose, find your PDF, and click Open. The text becomes a clickable link.

Use this method when you are sharing files with others and want to keep the Word document and PDF in the same folder, or when you are storing both files on a shared network drive. Tell the person receiving the files to keep the PDF in the same location relative to the Word document, or the link will not work.

Differences between Windows and Mac Word

The three methods work on both Windows and Mac, but the menu names and button locations are slightly different. Windows uses Object under the Insert tab, while Mac also uses Object but the dialog looks different. Both versions let you embed PDFs and insert them as images.

On Mac, some older versions of Word may not support embedding PDFs the same way Windows does. If you are using Word 2016 for Mac or older, embedding may not work reliably. In that case, converting the PDF to an image is the safer choice. Check your Word version by clicking Word in the menu bar and selecting About Word.

If you are working with someone who uses a different version of Word than you do, embedding is the safest method because it preserves the PDF without converting it. Linked files can break if the other person does not keep the PDF in the right location.

When each method makes sense

Use embedding when you want the smallest file size, need the PDF to stay exactly as it is, and do not mind that readers have to click to open it. This is the best choice for contracts, reference documents, or anything you want to preserve without modification.

Use image insertion when you want the PDF content visible directly on the page without clicking, and when the PDF is only one or two pages. This works well for forms, certificates, or documents you want to display as part of a report or proposal.

Use linking when you are sharing multiple files together and want to keep them separate, or when you are storing files on a shared drive where everyone can access the same location. This is common in team projects where the Word document and PDF are both in a shared folder.

Troubleshooting common problems

If you try to insert a PDF as an image and nothing happens, the PDF may be password-protected or in a format Word does not recognize. Try opening the PDF in your PDF reader and exporting it as an image file (JPG or PNG) instead, then insert that image into Word.

If an embedded PDF does not open when you double-click it, the person reading the document may not have a PDF reader installed. Most computers come with one built in, but some stripped-down systems do not. Ask them to install Adobe Reader (free) or another PDF reader.

If a linked PDF shows a broken link, the PDF file has been moved or deleted. Move the PDF back to its original location, or update the link by right-clicking it, selecting Edit Link, and browsing to the new location. On Mac, right-click and select Edit Hyperlink.

Frequently Asked Questions

Can I edit the PDF after I insert it into Word?

Not directly. If you embed or insert the PDF as an image, you cannot edit it inside Word. You would have to open the original PDF in a PDF editor, make changes there, and then re-insert it into Word. Linking does not let you edit either; it just opens the original file.

What happens to the embedded PDF if I move the Word document to a different folder?

The embedded PDF stays inside the Word document, so it moves with the file. Linked PDFs will break if you move the Word document without moving the PDF to the same relative location. This is why embedding is better for documents you plan to share or move around.

Will the PDF look the same in Word as it does in a PDF reader?

Embedded PDFs will look the same when opened, because they open in your PDF reader. Image-inserted PDFs may look slightly different because Word converts them to images, which can affect quality depending on the resolution. Linked PDFs open in your PDF reader, so they look identical to the original.

Can I insert a multi-page PDF so all pages show in Word?

Embedding and linking both preserve all pages, but only the first page shows as a preview. Image insertion only converts the first page. If you need all pages visible in the Word document, you would have to insert each page separately as an image, which creates a very long document.

What is the file size difference between the three methods?

Embedding adds the PDF file size to your Word document. Image insertion usually adds more because images are larger than embedded files. Linking does not increase the Word file size at all, since the PDF stays separate. For a 5 MB PDF, expect the Word file to grow by roughly 5 MB with embedding, more with images, and not at all with linking.